Family Services Office Manager

Nisqually Indian Tribe•Olympia, WA

20h•Onsite

About The Position

The Family Services Office Manager provides administrative expertise to support the Nisqually Tribal Family Services (NTFS) Programs and Services. This role ensures smooth office operations, program coordination, logistical planning, budget and grant management, and compliance with policies, contracts, and personnel procedures. Additionally, the position oversees facility and safety management, data and file organization, and ensures adherence to federal, state, and tribal regulations. This position ensures the confidentiality, security, and accuracy of records, and promotes positive employee, customer, and community relations. Strong written and verbal communication skills are required and outstanding customer service to fellow employees, customers, vendors, etc. is expected. Regular attendance is required, and on occasion, later hours or weekend time may be required with project deadlines and a neat well-groomed professional appearance is essential at all times.

Requirements

Bachelor's degree in administration or related fields from an accredited college or university.
Three years of experience in office management or a combination of comparable amount of experience and/or education.
Two years of supervisory experience in an office setting.
Must possess a valid Washington State Driver's license and maintain a driving record that meets the minimum requirements established by Nisqually Indian Tribes vehicle insurance provider.
Must pass a pre-employment drug screen and criminal background check.
Ability to work with vulnerable populations, including adults and children.
Must pass a State and National (FBI) criminal history background check prior to employment.
This position has regular contact with or control over Indian Children and Vulnerable Adults. In compliance with Federal Law, this position will not be filled by an applicant with any felonious offense or any of two or more misdemeanor offenses under Federal, State, or Tribal law involving crimes of violence; sexual assault, molestation, exploitation, contact, or prostitution; crimes against persons; or offenses committed against children.

Nice To Haves

Knowledge of the Nisqually Indian Tribe's history, customs, traditions, and ability to demonstrate cultural sensitivity.
Experience working with Federally Recognized Tribes.
Experience in family or social services programs.

Responsibilities

Oversee daily administrative operations to ensure seamless communication and coordination of programs, services, and staff.
Manage databases, reporting, records, staff schedules, and front-office operations to optimize efficiency.
Manage incoming calls and visitors, directing them to appropriate staff members or services based on their needs.
Prepare and distribute internal and external communications.
Maintain compliance with applicable laws, policies, procedures, and personnel regulations.
Assist in the development and updating of program manuals, policies and procedures.
Ensure the protection and secure backup of sensitive data in accordance with privacy protocols and organizational guidelines.
Process and track administrative forms, including personnel actions, purchase requisitions, contracts, and grant/funding agreements, ensuring accuracy, compliance, and timely submission.
Assist in tracking multiple budgets, ensuring expenses are in compliance with funding guidelines, and that reporting and deliverables are met as required.
Revise and update outreach materials, including brochures, flyers, website content, and newsletters to effectively communicate program information and services.
Schedules meetings, makes training and travel arrangements, and maintains calendars for the program/department.
Represent the department at meetings, conferences and community events as needed.
Track and ensure staff licensure, training, and certification are up to date and in compliance with all requirements.
Supervise administrative staff, providing support and mentoring while ensuring alignment with the department head's guidance and direction.
Notify staff of administrative updates, ensure timely completion of timesheets, and manage leave requests to maintain efficient operations.
Assist with implementation of the strategic plan and compliance initiatives.
Ensure that the Nisqually Tribal Family Services (NTFS) program and its services comply with all relevant federal, state, and tribal laws.
Maintain compliance with HIPAA and Confidentiality (CFR 42) legal requirements.
Plan and coordinate events and activities to enhance engagement and participation within the community.
Ensure facility security and safety protocols are upheld.
Perform other duties as assigned.